About the eDiscovery Login Process

Main eDiscovery screen

The eDiscovery login process is determined by the authentication methods that have been set in place for you by an Administrator (in eDiscovery, this is an Organization User who has permissions to create and edit User entries).

A given system will support one of the following primary authentication methods, depending on how it is configured:

  • TransPerfect Authentication (default) — This method, referred to as TP Auth, requires setup and management of corporate-assigned credentials (email address and password) for each User as well as permissions to access the eDiscovery application. A User entry created in eDiscovery using TP Auth requires an email address for the User to receive emails from the software, but the User entry itself does not include a username, nor does it enable specification of a password if the User is already defined and in TP Auth. (For TP Auth, the corporate-assigned email address is effectively serving as a username.) TransPerfect Authentication can be used with or without Authorized IP addresses.

  • Standard Authentication (legacy authentication method) —This method requires setup of an eDiscovery User entry with a username, password, and email. See About eDiscovery Authentication Methods for an overview of the supported methods and additional authentication options.

Note: Upon initial access to eDiscovery, you must accept the Privacy Policy and End User License Agreement. See About Accepting the Privacy Policy and End User License Agreement for more information.

Basic Login Information for TransPerfect Authentication

For a system that is configured for TransPerfect Authentication (the default), you must supply valid corporate credentials on a TransPerfect Authentication site and perform any required additional authentication before you can be logged into eDiscovery. This process includes the following steps:

  1. When you navigate to the eDiscovery URL, you click the Log In, button, which redirects you to the TransPerfect Authentication site. From this site, you must provide your TransPerfect credentials (your email address and password):

    • If you are an existing User already configured for TP Auth, your existing credentials will suffice, and will not be asked to change your password before you can proceed.

    • If you have been newly added to TP Auth, you will be asked to change your TP Auth password on initial login, observing the TP Auth password policy that is in effect. Note that a System User in a System-level role has View permissions and can view the TP Auth password policy that is in effect on the Password and User Logout Policy screen.

  2. Once you successfully provide your TP Auth credentials, one of the following will occur:

    • If you are a TransPerfect employee, you will be redirected to a screen to perform a secondary form of TransPerfect-approved authentication, followed by IP Address Authorization if your User entry has the Authorized IP addresses option enabled.

    • If you are not a TransPerfect employee, you will be subject to IP Address authorization if your DR User entry has the Authorized IP addresses option enabled. If not, you can proceed.

  3. Once you have passed any additional authentication required, you will initially be asked to accept the Privacy Policy and End User License Agreement. See About Accepting the Privacy Policy and End User License Agreement for more information.

  4. After accepting the policy items, you will be redirected to the eDiscovery Home page, on which you will see a Logging in... spinner while eDiscovery establishes your session using a TransPerfect Authentication token and prepares to list the appropriate Home page information for you. The Home page displays the Organizations and Projects to which you have access.

Note: The TransPerfect Authentication process relies on a token to support your User session. This token is when the TransPerfect Authentication token itself expires, you log out of your session, or you get logged out of your session (for example, due to inactivity based on the User Logout Policy). In any of these situations, you must then go through the TransPerfect Authentication process again.

Basic Login Information for Standard Authentication

For a system that is explicitly configured for Standard Authentication, logging into eDiscovery involves the following:

  1. When you navigate to the eDiscovery URL you will see the main login screen, where you must supply a valid username and password and then click Log in to log in. (See the descriptions of the main login screen options below.) Keep in mind that your initial login requires a change of password, you may be subject to additional authentication if your User entry has additional methods enabled, and you can select the Remember Me option to save your credentials for subsequent login. (Remember Me applies only to Standard Authentication.)

  2. After your first successful login, you must accept the Privacy Policy and End User License Agreement. See About Accepting the Privacy Policy and End User License Agreement for more information.

  3. After accepting the policy items, you will be redirected to the eDiscovery Home page, which will load lists of the Organizations and Projects to which you have access (System User) or a list of Projects to which you have access within the Organization (Organization User).

Main login screen options:

  • Username — When specifying your username, follow these rules:
    • If you are a locally authenticated Organization User (by default, Users are locally authenticated), you must specify your configured username followed by @ symbol and then an Organization name. The format is <username>@<org_name>. The username and Organization name are not case-sensitive. Example: jdoe@myorg.
    • If you are a System User with membership to one or more Organizations, you can either specify just your username (for example, sysuser1), or you can specify your username followed the @ symbol and then the Organization name (for example, sysuser1@myco). Logging in without the Organization name allows you to see a list of your available Organizations (and then select one to work in); logging in with an Organization name provides access to that Organization only.
  • Password — Specify your current password. The password must meet the password policy set by a System User in a System-level role with permissions (for example, a System User in the System Administrator role).
  • Log in button — Click this button after supplying your username and current password. At this point, depending on your particular login conditions, you may be subject to additional authentication configured for your User entry, and after that, you may be required to change your password (and re-authenticate, if applicable). For information about the additional authentication that may apply to your User entry, see Login using an Authorized IP Address and/or Email Security Code. Once you have met all of the criteria, you will be logged in and redirected to the Home page.

Note: After 5 failed login attempts, you will see an error message stating that the allowed number of login attempts has been exceeded and your account has been temporarily locked. In this case, please contact your Administrator to unlock your account.

Additional login screen options (for Standard Authentication):

  • Remember Me — Saves your credentials so that you do not have to supply them again for subsequent login sessions initiated from a given device and browser. You must select the Remember Me option for each combination of device and browser that you use to initiate a login session. This retains your credentials in an encrypted manner, establishing a secure token for each device/browser combination. Thereafter, logging out of a session (using the Log out option from the main toolbar) will remember your credentials on that device or browser.Note that the following conditions will alter the handling of your remembered credentials:
    • If your Administrator (or an Organization User with the needed permissions) logs you out of all devices (for example, using the Log out on All Devices option for your User entry on the Users screen in the Organization Settings), or you log out of all devices using the Log out on All Devices option from the main toolbar, you are logged out on all devices immediately and your password is cleared for your next login attempt.
    • If your Administrator (or an Organization User with the appropriate permissions) changes your password, or you change your password, which disables your remembered password at your next login. In this case, the Login screen will display an Edit icon to the right of the Password field that lets you to provide the updated password, after which the updated password is retained instead of the previousone.
    • A secure token is subject to expiration after a period of time (6 months by default). When the secure token expires for a given device or browser, the following message is displayed: Your remembered session has expired on this device. You will need to re-enter your password to log in even if you had the Remember me feature enabled.
  • Change Password — Enables you to change your own password at login. Here, the Change Password dialog provides information about the current password requirements for the New Password field, and will report any errors that apply to the fields after you supply the correct username and current password.

In general, Organization and System Users must change their passwords under the following conditions:

  • At initial login (after satisfying additional authentication, if applicable) to eDiscovery.
  • At the next login following a password expiration, based on the password policy set by an Administrator with permissions.
  • At the next login following an administrative change of the password, such as an Organization User or System User password reset.

When a password change is required due to password expiration, a password change request, or initial login, an Organization User specifying credentials on the eDiscovery Login screen will see a popup with the following:

Your password expired, a password change has been requested, or this is your first time logging in.

Please change your password on the next screen.

Clicking Continue on this popup redirects the User to the Change Password screen. Clicking Cancel returns the User to the Login screen.

Login using an Authorized IP Address and/or Email Security Code

If your Administrator has selected additional authentication methods in your User entry, you will need to log in based on additional criteria:

  • Authorized IP Addresses (applies to either TransPerfect Authentication or Standard Authentication — If your User entry restricts login to authorized IP address(es), the IP address you are using will be checked to make sure that it is in the whitelisted range. If your IP address does not match the range of authorized IP address(es), you will see an error popup. If you see this error, close the popup and consult your Administrator.
  • Email Security Code for email-based Multi-Factor Authentication (MFA) (applies to Standard Authentication only) — If your User entry requires an Email Security Code, you will see a screen prompting you to provide an Email Security Code that is sent to your configured email address. If you are prompted to supply an Email Security Code, your User entry has been configured for one of the following authentication scenarios:
    • Email Code only — You are subject to Email Security Code authentication at every login from a new device/browser. If you choose to remember your device, a cookie is set so that you will not need to supply a new Code for future logins (and password changes) as long as the cookie is available.
    • Email Code + IP — You are subject to both Email Security Code and IP Address authentication at every login from a new device/browser, where you are emailed a code as long as your IP address is in the whitelisted range.
    • Email Code if not IP — You are subject to Email Security Code authentication at every login from a new device/browser only if your IP address is not in the whitelisted range.

The Enter Security Code screen provides the following:

  • An informational message — This message informs you that a security code has been sent to your configured email address. You see a portion of this email address to help you know which email was used. (A Mail Server must be available on the system to support the delivery of this email.)
  • Security Code box — Use this box to enter the 6-digit Security Code sent to your email address. As noted in the dialog, this Code expires after 10 minutes. If you supply an incorrect Code, you will see an error message (in red) stating that the Security Code is incorrect and to try again. If your Code expires before you can enter it, you will be prompted to log in again to retrieve a new Code.
  • Remember this device (cleared by default) — Select this checkbox to remember your device, which sets a cookie on your computer. As long as this cookie is available, you do not have to supply a new Code for future logins (and after a password change, when applicable). A tooltip explains use of the cookie. Note that if your browser disables the use of cookies, you will need to supply a Code at each login (and after a password change, when applicable).
  • Didn't receive a code? and Send Another Code button — Sends another Code to your configured email address. A message (in green) indicates that a new Code has been sent and that you should enter it above, in the box.
  • Continue button — Click this button to continue the login process after supplying a Security Code (and, after remembering the device, if you want to avoid future Code prompts). As long as the Code is valid, and you have satisfied any additional conditions (for example, a Change Password condition), you will be logged in and redirected to the Home page. For initial use of a Security Code for a new device, you will receive an email stating that a new device was used to log in.
  • Cancel button — Click this button to cancel the login process using the Security Code.

Note: If your attempt to enter a Security Code fails, after 5 failed login attempts, you will see an error message (in red) stating that the allowed number of login attempts has been exceeded and your account has been temporarily locked. In this case, please contact your Administrator to unlock your account so that you can log in again.

About Accepting the Privacy Policy and End User License Agreement

For any initial login to eDiscovery with your credentials, after you satisfy all authentication requirements, you must accept the following before you can proceed to use eDiscovery:

  • TransPerfect Privacy Policy — Under the Privacy Policy section, you can click the blue link to view the TransPerfect Privacy Policy in a new tab. After reading the policy, click the checkbox next to I accept the Transperfect Privacy Policy.

  • TransPerfect End User License Agreement (EULA) — In the End User License Agreement section, scroll to read the entire agreement. When you are ready, click the checkbox next to I accept the End User License Agreement.

You must accept both of these items, as indicated by the red asterisk in each section. Once you accept both, you can click Continue. This enables display of any System Messages, if configured, and then enables display of the eDiscovery Home page. If you are not ready to accept these items, or just wish to cancel, click Cancel instead.

Note: You should not have to accept these policies again, unless for some reason the Internet history has been cleared, which would require acceptance of the policies at the next login. Even after acceptance, you have the option to view the appropriate policy and End User License Agreement again. For eDiscovery, the Privacy Policy and End User License Agreement reside as the first items under the user’s drop-down menu showing the username (the same menu that enables logout), to the right of Settings.

About Session Expiration

Your session is subject to the user logout policy (minutes of inactivity) specified by a System User in a System-level role with permissions (for example, a System User in the System Administrator role). Approximately 3 minutes before you approach the inactivity timeout for your session, you will see a session expiration warning (with a countdown value) to notify you that any unsaved changes will be discarded. When you see this warning, you have the option to reset the inactivity timeout for your session. To reset the timeout, click Stay logged in, which will allow you to continue to work and save your changes.